Business Operations Coordinator

2 weeks ago

Seattle, Washington, United States Crisis Connections Full time
Job Overview

Position Title: Operations Specialist

Reports to: Business Operations Manager

Type: Full-Time, Non-Exempt

Pay Rate: $30.43/hour

Location: Fully Onsite

Union Representation: Non-Union Representation

Schedule: Monday to Friday, 9am-5pm (some flexibility required)

Program Overview: Crisis Connections is on the lookout for an Operations Specialist to manage its front desk and ensure the smooth functioning of business operations. This role is pivotal in maintaining an organized office environment, providing administrative assistance to leadership, and enhancing company engagement initiatives.

Position Summary: The ideal candidate will be proactive, capable of working independently, detail-oriented, an effective communicator, and an organized multitasker. They should be adept at managing multiple projects simultaneously while meeting tight deadlines and delivering exceptional customer service.

Key Responsibilities:

  • Act as the primary point of contact for creating a welcoming atmosphere for staff, volunteers, and visitors.
  • Ensure all visitors complete necessary documentation upon arrival.
  • Handle business office telephones in a professional manner, providing essential information about the organization and its services.
  • Comply with HIPAA regulations when interacting with callers and visitors.
  • Manage requests for brochures and promotional materials, directing them to the appropriate department.
  • Serve as a liaison with property management for maintenance and office-related concerns.
  • Organize office files, supplies, and shared resources in common areas.
  • Oversee the setup and maintenance of common areas and supplies.
  • Sort and distribute incoming mail and shipments; manage outbound mailings as needed.
  • Ensure the safety, security, and cleanliness of the work environment, preparing spaces for meetings and events.
  • Coordinate services with office vendors, including cleaning and maintenance providers.
  • Collaborate effectively with the leadership team to keep them informed of upcoming activities.
  • Assist with administrative billing processes and operational functions as required.
  • Support internal communications through various platforms.
  • Contribute to facilities-related projects, including inventory and maintenance requests.
  • Educate staff on office protocols to ensure compliance.
  • Organize and assist with company meetings and events.
  • Facilitate onboarding for new staff members, including access and workspace assignments.
  • Assist with ad hoc requests from project teams.
  • Participate in the health and safety committee, documenting minutes and tasks.
  • Perform other duties as assigned.

Qualifications and Skills:

  • Minimum of 2 years of experience in an office assistant or similar role.
  • Strong interpersonal skills for effective collaboration.
  • Excellent verbal and written communication skills with attention to detail.
  • Highly organized and self-motivated.
  • Ability to take initiative and exercise independent judgment.
  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
  • Capable of multitasking and prioritizing in a fast-paced environment.
  • Experience handling confidential information.
  • Familiarity with diverse cultures and communities.

Knowledge and Abilities:

  • Proven ability to build productive professional relationships.
  • Experience collaborating within interdisciplinary teams.
  • Ability to thrive in demanding work environments while maintaining focus.

Working Conditions: Candidates should be able to sit or stand for extended periods and manage multiple IT/software platforms in a moderately noisy environment.

Commitment to Diversity: Crisis Connections values diversity and inclusion, welcoming individuals from all backgrounds.

Benefits:

  • Comprehensive medical, dental, and vision coverage.
  • Annual wage increases.
  • Generous Paid Time Off and 12 Paid Holidays.
  • Discount on transit passes.
  • Flexible schedules and free parking.
  • Opportunities for growth and development.
  • Self-care tools and regular check-ins with supervisors.

Voluntary Benefits:

  • Short-term and long-term disability options.
  • Flexible Spending Accounts (FSA).
  • 403B Retirement Plan.
  • Access to gym classes.

Equal Employment Opportunity: Crisis Connections is committed to equal opportunity and does not discriminate based on race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, veteran status, disability, or any other protected status.

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